Grip Teams is used by exhibitor representatives or other participants that would use a team to manage all meetings, leads, chats, company information, products, account details, contacts, and data exports on the platform. This is their portal where all team activity and information is stored. As an event organiser you can see all of this data within the Grip dashboard. Click here to view our article on the My Team portal and functionality overview.
In this article we will cover:
- How to setup a team within the Grip dashboard
- Monetization and teams
- The Grip Teams page
- Grip Academy
- FAQs
How to setup a team within the Grip Dashboard
Grip Teams is configured for each company data type. You can learn more about data types here.
The settings that are selected for that data type will apply to all profiles within it. For example, were an event to contain a ‘startup’ data type, and under the ‘startup’ data type there is a profile for the company ‘Amazing startup’; when particular teams settings are applied to ‘startup’ data type, these will apply to ‘Amazing startup’. The settings will not apply under other company data types.
By configuring teams at the data type level, organiser’s are given greater control over the privileges of particular companies. For example, if an event includes a ‘gold level sponsor’ data type, an organiser may choose to allow the teams within the ‘gold level sponsor’ type greater flexibility with regards to teams compared to other data types.
1. Head over to a company data type settings page, by hitting event details > event data types > companies. Select the settings gear icon for the company data type for whom you want to set teams up for.
2. On the settings page you’ll see a section for Grip Teams Settings.
3. Grip Teams can be enabled or disabled with the ‘Enable Teams’ toggle. Turning it on makes the other settings related to teams visible.
It’s important to note the toggle cannot be switched ON, unless the company data type has an active relationship with at least one participant type. See section 3a below.
3a. Make sure that the relationship from the company to the participant (in this case 'In person exhibitor' - 'In person exhibitor rep' or company to product is toggled on and vice versa. The relationship between a participant and company (or product) has now been made.
4. The first setting that will appear is ‘Enable Company Chat’. If toggled on, the company chat will be visible for profiles within this company type on the web platform. You can read more about company chat here. You may choose to disable or enable the company chat, depending on the package certain company data types can pay for.
5. The 'Participant types that can join the team' setting denotes which participant data types are able to join teams. To select a participant type, they’ll first need to have an active relationship with the company data type. If there is no relationship you will not be able to select them.
How does this affect the web platform?
Firstly, when inviting users who are already on the platform, team admins will only be able to invite users who are an allowed type. You can read more about selecting how you want users to be invited to teams in the steps below.
If you’ve selected ‘Invite Users on Platform’, types that are not allowed won’t appear in the search results.
If you’ve selected ‘Invite via Email’, any users who are already on the platform will have their email checked to make sure they are allowed to be invited.
Secondly, users will only be able to request to join teams if they’re an allowed type. Previously, if a user had a relationship with a company who had a team, when they logged in for the first time, they’d be given the option of requesting to join the team as part of onboarding. This is now only present if they’re an allowed type.
How does this affect the dashboard?
By selecting ‘Teams’ from the ‘Grip Teams’ section on the dashboard, users can add and remove users, items and companies from the team. On this page, only users that are an allowed type will appear in the search. Those that are not allowed appear disabled.
What happens if a user data type is removed?
If a user data type is removed as a type that is allowed to join teams, however there are users of that type who are already part of a team, they’ll still be a member. Users who are not yet a part of a team, but are the type that has been removed will be prevented from joining in future.
6. The 'Item types that are visible in Teams' setting denotes which item data types are visible in teams. Similarly to selecting which participant data types can join teams, to select an item type it will need to have an active relationship with the company data type.
If the data type is selected as one that can join teams, any item profiles within that data type that have a relationship with a company profile within the company data type will be visible in teams.
For example, an event contains the company type ‘startup’. Within the ‘startup’ data type, there is a profile for ‘Grip’. Grip’s profile has a relationship with a product profile named ‘Event Matchmaking’. Once the item type ‘product’ is enabled as one which is visible from Grip Teams, ‘Event Matchmaking’ will be seen on the product page.
How does this affect the web platform?
Within teams, users will be able to see a page for each item data type, with any item profiles of that data type that their team has a relationship with.
6a. In Grip Teams on the dashboard, item and user profiles can be added to a team. Only item profiles of allowed types can be selected. Items that are not allowed appear disabled.
7. Invitation type. There are four different ways users can be added to teams. You can select the option that best fits your event.
7a. Option one - Invite Members via Email. This option is great for event organiser’s who want to allow both new users, and users who are already on the platform to be able to join teams. For users that are already on the platform, team admins will only be able to invite them if they’re a participant type that is allowed to join teams.
On the web platform, a modal opens up when the ‘Invite Members’ button is clicked, allowing the team admin to input the invitee’s email address.
As part of this option, you will also need to select the 'default participant type'. This is the data type users who are not yet on the platform will be created as.
7b. Option two - Invite Members on platform. ‘Invite Members on Platform’ is preferable for Event Organiser’s who want to make sure only users who have already been registered to the event can be added to Grip Teams.
*Please note, if you’re using Tito, Bizzaboo, or A to Z as your registration system, we recommend using option 3, rather than option 2 (view option 3 below).
On the web platform, team admins can search for users, only inviting them if they’re a user type that is allowed to join teams.
As part of this option, dashboard users can also enter an external registration link. If in use, team admins will first be able to register their teammate on the registration system, returning to the web platform to invite them to the team.
When clicking ‘Invite Members’ on the web platform, team admin’s can either search for users on the platform, or register them.
If a team admin searches for a participant, only to discover they’re not yet on the platform, they will be prompted to register them first.
When clicking ‘register here’, they’re redirected to the registration page.
For users who are already on the platform, they’ll keep the data type they were registered as. Those who need to be invited to the platform first will have their type selected by the team admin upon registration.
7c. Option three - Invite via External Registration Link. This option can be chosen if the event is using one of the following registration systems:
- Tito
- Bizzaboo
- A to Z
Similar to option 2, this is preferable for event organiser’s who want all attendee information to have come via the registration system. The different between this option and option 2, is whereas the latter requires the team admin to invite the user to the team after their data has been pushed into the platform, in option 3 this happens automatically.
Sophisticated registration systems such as those listed above, will use the exhibitor ID to join the newly invited user to the correct team. It is therefore a pre-requisite for the registration system to have exhibitor data and IDs that Grip can process, in order for this option to be used. This option is not yet available for Grip Registration, but will be in the future.
Team Admins are taken straight to the registration system when clicking ‘Register New Members’.
7d. Option four - Disable Team Invites. Exactly as described, this removes the ability to invite new members to the team. Teams users will still be able to access teams, but no new members can join.
From the Grip Team’s settings page on the dashboard, users can still be added to the event.
8. The final setting is the team size limit toggle. This will appear if ‘Invite Members via Email’ or ‘Invite Members on Platform’ are selected. Enabling it allows you to set a team size limit of between 1 and 999.
On the web platform, Admins will be unable to invite more members when the limit has been reached.
How does this affect the team size limit on the Grip Teams settings page in the dashboard?
On the dashboard, within Grip Teams > Teams, dash users can view the specific settings for each team. On the bottom right, super admin’s have the ability to set the max team size limit.
If a team size has been set on the company data type settings page, then a team size is set for a specific company within that team, the most recent team size will always take precedence.
Example
Team size limit is set to 10 on the company data type settings page.
For an individual team on the teams settings page, the limit is set to 15.
The limit is now 15.
Example 2
Team size limit is set to 10 on the company data type settings page.
For an individual team on the teams settings page the limit is set to 8. The limit is currently 8.
The team size limit is then set to 15 on the company data type settings page.
The limit is now 15.
Why is this setting not available for other invite types?
This setting is unavailable for ‘Invite via External Registration Link’, since we have no way of limiting the amount of users that can be registered through a 3rd party registration system. For ‘Disable Team Member Invites’, all invites are disable anyway, so there’s no need to set a limit.
Monetization and teams
1. Monetization is an important part of the Grip Teams setup process. This is where you can set what features are available to a team or specific data type. Up to 3 plans can be setup for your event. You must have at least one 'default' plan otherwise your data types will have access to all features.
It is important to note, that Monetization Plans act as an add-on to existing settings and not an override. For example, should there be an Event Inbound Lead limit of one and one Banner Ad, and a user purchases a monetization package, which provides an Inbound Lead limit of two but no Banner Ad is included, then the user will get an Inbound Lead Limit two and also a Banner Ad. We have an article here that guides you through configuring monetization plans.
The Grip Teams page
1. Within the dashboard navigate to 'Grip Teams' in the left sidebar.
Here you will see all activated teams and a button to add a team to the event.
2. Click into a team to view the teams information. You will first land on the 'Profile' tab. From here you can edit the teams information, such as; Team Name, Company Name, Headline, Industry, Location, Summary, and Image, as you can on the company profile page.
3. On the right hand side of this page you will also see 'Actions', and 'Profile Preview' which shows the companies products and participants that you have created a relationship to, as well as the Custom Profile Field data, company description, and the limit on team size (you have to be a super admin to edit this).
4. Under 'Actions' on the right hand side of the page, you will see six different buttons.
4a. Deactivate Team - This will deactivate the team and remove data within the team.
4b. Remove Team From Event - This will completely remove the team from the event.
4c. Team Results export - This will export each data typed linked to the team. This shows; Profile/Session Views, Session Attendees, Profile Interested Actions Received, Profile Interested Actions Taken, Profile Connections, Profile Meetings Requested, Profile Meetings Received, Profile Meetings Scheduled, Profile Active In Event, Profile Last Login Date, and generic profile info. The points in the list above will all be numerical values.
4d. Inbound Leads export - This will export all inbound lead information linked to the team. This shows; Lead Name, Lead Company Name, Lead Job Title, Lead Job Industry, Lead Location, Lead Phone Number, Lead Email, Lead Last Login Date, Lead Tags - Viewed Actions, Lead Tags - Network Actions, Lead Tags - Meeting Actions, Lead Tags - Session Actions, Lead Tags - Company Chat, Review Status, Is Contact, Lead Connection with Team, Lead Sponsored Session Unique Views, Contact Detail Sharing, Type, Job Industry, and other standard profile information.
4e. Simplified Leads export - This will export more simplified lead information linked to the team. This shows; Lead Name, Lead Company Name, Lead Job Title, Lead Job Industry, Lead Location, Lead Phone Number, Lead Email, Lead Tags, Lead Tags - Viewed, Lead Tags - Network, Lead Tags - Meeting, Lead Tags - Session, Lead Tags - Company Chat, Inbound Lead Review Status, Lead Connected to a Team Member, Lead Connection with Team, Lead Sponsored Session Unique Views, Contact Detail Sharing, Custom Profile Field data, and other standard profile information.
4f. Contacts Report export - This will export the teams' contacts. This shows; Contact Name, Contact Stage, Email, Job Title, Phone Number, Location, Company Name, Source, Scanned By, Date Created, Active, Last Login, Lead Notes, and other standard profile information.
5. At the top of the 'Teams' page you will see a tab named 'Relationships'. From this page you can view the team members, change team member access by clicking 'edit access', team member join requests, and Items associated with the team (including the company). Under 'Items' you can add a representative as a team member from here.
6. At the top of the 'Teams' page you will see a tab named 'Plans'. This shows what monetization plan the company is currently on. You can change this for the company without them going through the 'Upgrade' plan process within the event platform and getting invoiced. This will change their plan for free.
Grip Academy
If you want to learn more about Grip Teams, please see our Grip Teams module in the Grip Academy here: https://academy.grip.events/learning/modules/255
FAQs
What is needed to set up Grip Teams in an event?
It is critical for there to be a unique identifier in your registration data to link Representatives to their Company to use Teams.
How is a team created?
Teams are created through the relationship between a Representative and their Company. The first Representative to log in will be prompted to create the Team; all other Representatives with a relationship to the Company will automatically be added when they log in.
Does Grip Teams work if the event uses single sign-on?
If single sign-on is enabled, team members cannot invite new users from within the platform, all representatives must be linked to the Company with a unique identifier.
How do representatives access the My Team portal?
Teams are created through the relationship between a representative and their company. The first representative to log in will be prompted to create the team; all other representatives with a relationship to the company will automatically be added when they log in.
Do teams receive their contacts’ email addresses?
Grip will not share participant email addresses unless they have had their badge scanned by a team member. This is the only way that a participant has expressly granted permission to share their contact details with a representative.
Which data type will a team invitee take?
Any user invited to a team through the front end will inherit the data type of the user that invited them to the team. This means that if there are representatives and speakers in a team and a representative invites a user to the platform then they will become a representative. If a speaker were to invite a member to teams then they would become a speaker. You can then change their data type from the dashboard if needed.
After a team has been created, will invitees have instant access to the platform?
Any participant added after a team has been created will need to be approved by the Admin or Event Organizer.
What will happen to item types if monetization is enabled for my event?
You can read more about monetization here.